Columbia Asia Hospitals was concerned with the organizational effort to record, manage and access data which lacked structure and methodology. Attrition aggravated the problem due to issues in transition and training. https://eisenvault.com/case-studies/healthcare-industry-case-study-cloud-based-document-management/

1. Case Study - Healthcare
Prasad N
Head, IT Operations
Columbia Asia
February 2020
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" MS Sharepoint was difficult for end-users,
EisenVault is high efficiency Doc Mgmt
utilized to full potential"

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Columbia Asia was concerned with the organizational effort to record, manage and access data
which lacked structure and methodology. Attrition aggravated the problem due to issues in transition
and training.
Organization had partially executed Document Management system for some of the functions which
failed to meet end-user prerequisites. Digitization, data centralization and its access were the major
objectives of the organization for access of critical data, policies and maintenance of standardized
operating procedure across locations.
Business Objectives
Columbia Asia group of Hospitals is one the major organized Healthcare service providers in Asia
and has presence in South East Asia and India. It operates twenty nine medical facilitates across
Asia. In India, Columbia Asia operates eleven Super Specialty Hospitals.
Columbia Asia hospitals in India manage both physical and digital data generated during
dispensation of its medical services at various locations.
About Columbia Asia Hospitals
End-user compatibility & experience
Prevention of Information theft
Providing Right access to critical documents
based on Policies, Management agenda of the
company
Tackle Loss of Productivity
Contract Management for business reporting
Challenges
Maintaining Doc control and access
Enhancement of work process
Notifications on Modifications
Tracking Changes
Implementation Benefits

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General Counsel’s Office - Contract Management
Building and Infrastructure Projects
Biomedical Device Management
Doctor Contracts & HR
Training materials -text and video
Operations Manuals of equipment
Reports on Compliance levels within the hospital
Vendor Contracts
Purchase Orders
Real Estate Contracts
HR Documents of Doctors
Central & Hospital Level Policy Documents
EisenVault roll out at Columbia Asia:
Policies Management
Featured list of documents managed by departments through EisenVault platform:
Standard Operating Procedures (SOPs) of all hospital staff
Workflows & custom functionality implemented at Columbia Asia:
Policy & SOP documents have been given an “Acknowledge” button. When staff has read the
documents, they click “acknowledge”. This acknowledgement is recorded and the policy manager
can generate compliance reports with employee details.
Contract Management documents are subscribed by teams, This implies that when a contract
document is nearing expiry, automated email reminders are sent out to the subscribers. It allows
timely management of contracts and renewals.
Custom metadata & advanced search is possible on all document types
Documents are automatically filed in the appropriate folders with the appropriate file names auto
generated, based on entered metadata values.
Access to the system is restricted to hospital locations only.
Offered Solution

4. EisenVault specialises in providing innovative and cost effective document
management solutions, with a focus on cloud based digital document
management. EisenVault takes away the hassle of managing documents by
enabling smart-search, quick retrieval and custom workflows.
EisenVault’s Cloud Based Document Management System is offered by Argali
Knowledge Services Pvt. Ltd, a company headquartered in New Delhi, India.
We provide service and support across India, Indonesia, Vietnam, Singapore,
Nepal, United States, United Arab Emirates, Europe and South Africa. In India,
we have offices in New Delhi, Noida, Mumbai and Bengaluru.
EisenVault’s Document Management Software is available both on cloud and
on premises. The Document Management System is accessible via Web
Browsers, Microsoft Outlook Plugin, Google Chrome Plugin for Gmail,
EisenVault’s iOS App, EisenVault’s Android App and via EisenVault Offline
Sync Desktop Client for MacOS and Windows.
About EisenVault
EisenVault, 4th Floor, Statesman House, Barakhamba Road, New Delhi - 110001, India.
T:+91-11-30446451. E: sales@eisenvault.com